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University of Washington PROGRAM COORDINATOR in Seattle, Washington

Req #: 193142

Department: UW TACOMA

Posting Date: 07/21/2021

Closing Info: Closes On 08/10/2021

Salary: $3,398 - $4,541 per month

Shift: First Shift

Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-classified-staff-20210208.pdf)

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world. UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. The University of Washington Tacoma is an anchor institution that is deeply invested in its local communities and in student success. As one of three campuses of a world-class university, UW Tacoma is dedicated to interdisciplinary and innovative teaching and scholarship and to engaging the community in mutually beneficial partnerships. UW Tacoma’s commitment to access and diversity is central to an environment where students, staff, faculty and South Sound residents find abundant opportunities for intellectual, personal and professional growth. More information about UW Tacoma and its strategic plan can be found here. (https://www.tacoma.uw.edu/strategic-planning) The Institute for Innovation and Global Engagement (IIGE) is a central campus serving unit that houses two academic units: the Global Honors Program and the Global Innovation and Design Lab offering a Minor in Global Engagement and Minor in Innovation and Design, respectively. The IIGE is a fast growing unit and brings together faculty and students across majors into an interdisciplinary and inclusive problem solving framework to address interconnected global and local challenges. The Program Coordinator regularly exercises independent judgment and discretion in work related to office operations, fiscal support, student and program data tracking, community outreach, and meeting, conference, and event logistics across the IIGE. Reporting to the Assistant Director of the IIGE, this position is responsible for maintaining the website, creating publications, managing social media platforms, and preparing internal/external communications. This position requires the ability to maintain professional relationships with a wide range of faculty, students, staff, and community partners using excellent communication skills. It also involves being detail oriented with a strong ability to track data and tasks with accuracy and completion in a timely manner. The ideal candidate is a self-starter who is flexible and able to adapt quickly to the changing needs within this growing unit, with a collaborative mindset, and the ability to recognize and suggest areas for improved operational efficiencies. They will have an adaptable attitude towards operational change with the ability to juggle several competing priorities while focusing on problem solving. In addition, they will have a commitment to inclusive pedagogy, innovation and global engagement. This position is expected to occasionally work outside of traditional work hours, including evenings and some weekends, to provide support of after-hours events and workshops. DUTIES & RESPONSIBILITIES PROGRAM AND FISCAL SUPPORT

  • Communicate policies to internal and external constituents such as students, faculty and community partners; assist Assistant Director in streamlining administrative policies and procedures to support IIGE programmatic efforts

  • Serve as the primary coordinator of program resources and budgets to include processes such as reconciliation and reimbursements

  • Maintain a comprehensive record-keeping system for fiscal activity and assist AD in producing monthly financial reports and budget projections

  • Prepare Ariba-based procurement transactions, manage ProCard transactions, and process expense transfers in MyFD, while ensuring compliance with departmental, institutional, and state policies, rules, and regulations

  • Assist with budgets, including creating invoices for services, executing payments to external instructors and vendors

  • Assist AD in the creation/streamlining of assessment tools accompanied by accessible reports focused on, but not limited to, budgetary activities, program demographics and operational procedures

  • Assist with student scholarship/fellowship/award processes and expenditures

  • Interface with students, faculty, staff and community concerning IIGE resources, activities (e.g., Fall Orientation, Winter Networking Social, Global Engagement Conference, Welcome Days, Graduation reception, experiential learning, etc.), and collaboration opportunities

  • Provide calendaring support to the Assistant Vice Chancellor

  • Take minutes at meetings as assigned;

  • Oversee the work and events conducted by Global Honors Student Leadership Co-Chairs (SLC; 2-3 students annually). PROGRAM RECRUITMENT AND ADVISING SUPPORT

  • Assist with recruitment, enrollment, and advising for both current and prospective students in the Minor in Global Engagement, and Global Honors program

  • Provide instructional and curricular support in the Minor in Global Engagement and Global Honors, such as uploading documents and coordination of T GH 101;

  • Schedule IIGE related events for students, faculty, staff and community partners, as needed

  • Collaborate with other campus units such as financial aid, admissions, the registrar and campus-wide advising staff on student related needs

  • Maintain all program, faculty, and student records to include, recruitment and admission tracking, regular updates to the internal student database systems, and award tracking and disbursement. COORDINATION AND SUPPORT OF EVENTS, PUBLICATIONS, COMMUNITY ENGAGEMENT

  • Assist with scheduling, logistics, and coordination of events such as workshops, staff meetings, faculty council meetings, faculty/instructor orientations, debriefs and Final Reports

  • Manage event communications with campus partners to ensure seamless day of event logistics

  • In consultation with the Assistant Director, create content for IIGE publications; managing the unit website and social media accounts;

  • Assist AD with updating and managing the master IIGE calendar both internally and on the website;

  • Create periodic progress reports for unit-wide events; track status and provide regular updates to staff on event status, needs, and next steps. Other duties as assigned MINIMUM QUALIFICATIONS:

  • High school graduation or equivalent AND two years of experience in the program specialty (communications, higher education, global studies, or administrative/program support) OR equivalent education/experience ADDITIONAL QUALIFICATIONS:

  • Experience with operations in higher education, such as budgets, coordinating events, and staff and programmatic support

  • Experience in website creation/development, publications (story writing, editing, visual design), social media creation and management in a professional setting

  • Superior skills with respect to time management, organization and prioritization of tasks, attention to detail, compilation and maintenance of accurate data and records

  • Experience with public speaking or giving presentations

  • Excellent communication skills, including verbal, written, and interpersonal

  • Demonstrated ability to work both independently and collaboratively

  • Experience using computer programs such as MS Office Suite, Teams, Zoom, Trello, Mural, Canva, and Canvas DESIRED QUALIFICATIONS:

  • Bachelor’s degree in Communications, Education, Global Studies or Related fields

  • Experience creating assessment tools accompanied by accessible reports

  • Experience with global engagement and interdisciplinary academic programs

  • Experience supervising student employees CONDITIONS OF EMPLOYMENT

  • Occasional travel within the State of Washington and/or other U.S. States may be required

  • Ability to work some evening and/or weekends Application Process: The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.

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